Executive Assistant, President's Office

Ellison Institute of Technology; Oxford; On-site; GBP 30,000 - 50,000; Full time

Job summary

The Ellison Institute of Technology is seeking an Executive Assistant to support the President’s Office, requiring considerable experience in diary management and administrative duties. The ideal candidate will thrive in a fast-paced environment, demonstrating outstanding organisational skills and strong communication abilities while handling sensitive information.

Benefits

Competitive Salary

Enhanced holiday pay

Pension

Life Assurance

Income Protection

Private Medical Insurance

Hospital Cash Plan

Therapy Services

Perk Box

Electric Car Scheme

Qualifications

• Significant EA experience in a fast-paced environment.
• High level of experience with PowerPoint, Word, and Outlook.
• Experienced in handling confidential information.

Responsibilities

• Manage complex diary and inbox for the President.
• Arranging travel including accommodation and documentation.
• Liaise with senior executives and manage meetings.

Skills

Organisational ability

Multitasking

Communication skills

Interpersonal skills

Tools

Microsoft Office

Project management tools

Job description

About EIT:

The Ellison Institute of Technology (EIT) purpose is to have a global impact by fundamentally reimagining the way science and technology translate into end-to-end solutions and delivering these solutions in programmes and platforms that respond to humanity’s most challenging problems.

EIT will ensure scientific discoveries and pioneering science are turned into products for the benefit of society that can have high-impact worldwide and, over time, be commercialised to ensure long-term sustainability.

Led by a faculty of world experts, EIT seeks to solve the world’s most challenging problems across four high-risk, high-reward, high-impact humane endeavours: health and medical science; food security and sustainable agriculture; climate change and clean energy; and artificial intelligence & robotics.

EIT is investing significant resources in a new world-class research and development facility in the Oxford Science Park. Set for completion in 2027, the state-of-the-art campus includes 300,000 sq ft of research laboratories, an oncology and preventative care clinic, and educational and meeting spaces. Together, they create the perfect environment for EIT experts to take ground-breaking ideas from research to broad implementation. The new facility will further EIT’s current partnership with the University of Oxford and become the new home for Ellison Scholars.

EIT is committed to cultivating a community where excellence is achieved through collaboration, trust, innovation and tenacity. We foster an environment where everyone’s experience and expertise are valued. We are curious and resilient in our efforts to drive long-term, sustainable innovation to meet humanity’s most enduring challenges.

EIT Oxford are currently looking to hire an Executive Assistant to join the President’s Office team. Supporting the President’s Office, including complex diary management for Sir John Bell (President), this role requires someone who is experienced and professional, handling complex and confidential information and being an integral team member for communications and administrative management.

Key Responsibilities:

Administrative Support

• Complex diary and inbox management
• Travel arrangements (local, national and international), providing clear travel schedules to include accommodation, travel documentation and any visa requirements
• Being the key contact and acting as the gatekeeper for any internal and external calls or meetings
• Managing the President Office visitor experience including keeping security/reception updated about external visitors, making catering arrangements for meetings and making any other hospitality bookings as required (restaurants and hotels)
• Expense management – providing monthly reports and submit for approval
• Project support as required

Meetings and Business Appointments

• Managing all diary bookings, sending out meeting invitations, booking meeting rooms and arranging zoom calls
• Liaising with the offices of external contacts in a professional manner Supporting all meetings, (in person and virtual), which will include Board meetings, booking meeting rooms ensuring all equipment needed is available and refreshments
• Liaise with senior executives, board members, management and support staff internally/externally to arrange and distribute meeting invites
• Project support as required

Essential Skills, Qualifications & Experience:

• Significant EA experience supporting C-Suite or senior executives in a fast-paced, changing environment
• Outstanding organisational ability, someone who can naturally multitask and prioritise workloads to ensure nothing is missed
• High level of experience with PowerPoint, Word, Outlook and all other Microsoft applications. Experience of other applications of project management tools would be an advantage
• Experienced in handling confidential and sensitive information
• Previous responsibility in collating data, conducting research for presentation and reports
• Strong communication and interpersonal skills, with experience engaging with senior stakeholders and external partners

We offer the following benefits:

• Salary: Competitive (depending on experience) + travel allowance + bonus
• Enhanced holiday pay
• Pension
• Life Assurance
• Income Protection
• Private Medical Insurance
• Hospital Cash Plan
• Therapy Services
• Perk Box
• Electric Car Scheme

Why work for EIT:

At the Ellison Institute, we believe a collaborative, inclusive team is key to our success. We are building a supportive environment where creative risks are encouraged, and everyone feels heard. Valuing emotional intelligence, empathy, respect, and resilience, we encourage people to be curious and to have a shared commitment to excellence. Join us and make an impact!

Terms of Appointment:

• You must have the right to work permanently in the UK with a willingness to travel as necessary.
• You will live in, or within easy commuting distance of, Oxford.
• During peak periods, some longer hours may be required and some working across multiple time zones due to the global nature of the programme.
• Due to the nature of this role you will be required to be onsite full-time.